*RECORDS & CIVIL
DIVISION
SUPERVISOR
Pay Range GC18S
INTRODUCTION
This classification performs duties in organizing and
supervising
Records and
Civil Division
employees of the
Douglas County
Sheriff’s
Office.
EXAMPLES OF PRINCIPAL DUTIES
(Duties assigned to this classification include, but are not
limited to, the
following
examples. Any
one position may
not perform all
listed tasks.)
1. Direct
activities of
employees in the
Records and
Civil Division.
Develop,
recommend and
implement policy
and procedures;
plan work
schedules of
Records and
Civil Division
employees
assuring
adequate
coverage;
distribute the
day-to-day
workload among
employees;
maintain
progress of work
assigned and
make adjustments
to assure timely
completion of
required and
necessary
functions of the
division.
2. Supervise
Records and
Civil Division
employees.
Participate in
the selection,
evaluation, and
discipline of
staff; receive,
consider and
recommend
work-related
adjustments for
complaints/grievances
filed, if
appropriate.
Receive and
approve leave
requests
consistent with
established
protocol and
policy. Counsel
employees in
resolution of
personnel
matters.
3. Provide employee
on-the-job
training and
instruction.
Prepare and
present training
materials in a
formal training
program to
update skills
and/or knowledge
base of
employees and
support staff,
including
volunteers.
Evaluate
progress and
ability of
employees,
support staff
and volunteers.
4. Maintain
accurate and
timely records
and reports
including time
sheets,
equipment
repairs, etc.
5. Investigate
complaints or
questioned
incidents
involving
Records and
Civil Division
employees.
Conduct LEDS, NCIC and other
record audits,
as necessary.
6. Coordinate
maintenance and
repair of
equipment with
appropriate
vendors and
services.
7. Operate Records
and Civil
Division
equipment and
assist staff as
work load
permits.
KNOWLEDGE, SKILL AND ABILITY REQUIRED BY THIS POSITION
Knowledge of: Thorough knowledge of the operation and function of the
Records and
Civil Division,
office
practices,
procedures and
terminology,
including
thorough
knowledge of
LEDS and NCIC
use process and
dissemination
requirements;
modern office
equipment and
machines and
grammar,
spelling, word
usage, etc.;
reasonable
knowledge of
federal, state,
county and local
regulations and
departmental
policy and
procedure.
Skill in: Telephone interviewing techniques; accurate keyboarding.
Ability to: Communicate effectively in oral and written form; plan,
organize, train
and supervise
support staff;
maintain
accurate and
timely records,
reports, and
logs; adjust to
priority changes
and remain calm
and use sound
judgment during
confrontational
or high pressure
or emergency
situations and
provide
leadership to
staff; utilize
problem
identification
and resolution
techniques; make
decisions
independently in
accordance with
established
policies,
establish new
procedure when
applicable, and
use initiative
and judgment in
carrying out
responsibilities;
efficiently
organize time
and meet
established
deadlines;
courteously meet
and deal
effectively with
other employees,
other agency
representatives,
law enforcement
personnel,
vendors,
community
agencies and the
public.
Education, experience and training:
Four years
progressively
responsible and
related
administrative
law
enforcement-related
experience OR
any satisfactory
equivalent
combination of
education,
experience and
training,
including two
years experience
in the Douglas
County Sheriff’s
records and
civil division.
SUPERVISORY CONTROLS OF THIS POSITION
Work is performed under the general direction of the Criminal
Investigations
Division
Commander who
provides general
instructions on
policy changes
and sets overall
priorities for
completion of
work. Employee
works
independently
and resolves
questions or
problems on the
basis of past
precedent and
interpretation
of policy or
procedural
guidelines.
Work is reviewed
periodically to
ensure
determinations
and decisions
made are in
accordance to
department
policies and
procedures.
GUIDELINES
Work is performed within established departmental policies,
procedures and
directives;
federal, state
and county
statutes, rules,
regulations and
ordinances; LEDS
and NCIC
guidelines;
bargaining unit
agreement;
personnel rules;
operational
handbooks for
computer
terminals and
various other
reference
materials. The
employee uses
initiative and
seasoned
judgment to
interpret and
choose between
alternative
guidelines.
PHYSICAL DEMANDS
AND WORK
ENVIRONMENT
Regular and
consistent
attendance is
required. Work is
performed in an
office
environment; work
is generally
sedentary but does
involve bending,
hearing voice
conversation,
keyboarding,
lifting up to 14
pounds, pulling,
reaching, walking,
long periods of
standing, sitting,
stooping and
twisting. |